Procurement and Contracts Department
The Procurement and Contracts Department (PCD) is the central purchasing and contract authority for Khalifa University for both the Abu Dhabi and Sharjah Campuses.
PCD is responsible for managing the procurement and contract process on a University-wide basis, including purchasing contracts and any other legal agreements associated with the acquisition of goods and services that support Khalifa University’s educational, research, and business initiatives.
Register as a Vendor
Khalifa University is using I Portal, which is provided by the Abu Dhabi Department of Finance, as a central portal for e-tendering.
If you had registered your business previously, either manually or through the Tejari Portal, you will need to re-register your company using the new Portal.
All vendor companies and representatives must be registered with Khalifa University Central e-Tendering Portal through the DoF Portal to be able to provide services to the University.
Please make sure that you have the following documentation available before attempting to register:
- Company Letter requesting a new registration
- Your full company profile document that you use for either client distribution or for marketing purposes
- Valid commercial/trade license (UAE companies only), showing the names of your partners
- Valid certificate of chamber of commerce and industry (UAE companies only)
- Free Zone Authority License (for companies registered in a Free Zone Authority in UAE)
- Legal certificate or company registration (overseas companies only)
- Power of Attorney (POA) or equivalent document that states the authorized signatories for your company.
- Bank Letter with complete account details
- Supporting documents for commercial agency (if any)
Note: Completing and submitting this Registration Form does not represent prequalification for any of the Khalifa University projects and does not guarantee invitation to prequalify or tender. All applicable fields should be filled out thoroughly and accurately to ensure that we secure the correct information.
Already Registered as a Vendor through DoF Portal?
The Procurement and Contracts Department (PCD) selects the best sources of supply for the University and authorizes potential new preferred suppliers.
A PCD Preferred Supplier List was established to leverage the University’s buying power and maximize supplier strengths leading to overall cost savings,as well as to retain a feedback mechanism for quality control.
The Preferred Supplier List is based on a vendor’s ability to deliver goods and services in a timely manner, at an appropriate level of quality, at competitive prices, and in accordance with applicable Abu-Dhabi Emirates Law No.6- 2008 and its amendment, and University regulations.
Strategic or preferred vendors from the list should be used unless there is a compelling reason to use a new vendor.
Any qualified business can become a potential vendor for Khalifa University. The Procurement and Contracts Department has numerous contracting and individual order opportunities available across a wide variety of products and services. To be considered as a vendor for Khalifa University, you must complete a Vendor Registration form in the e-sourcing portal.
Small Business Development
The Procurement and Contracts Department works actively to support the University’s commitment to provide equal opportunities through contracting and individual order opportunities for small businesses. Purchasing makes every effort to ensure that the University includes the maximum practical number of small businesses in the competitive bidding process in compliance with the University’s policies and procedures.
Contractors, consultants, and suppliers must observe the highest ethical standards during the procurement process and during performance of contracts. Accordingly, Khalifa University may reject a proposal for award if it considers that the recommended contractor, consultant or supplier has engaged in unethical practices (including corrupt, fraudulent or coercive practices) and may declare a firm or company ineligible to be awarded a contract if at any time University determines that the firm or company has engaged in such practices in competing for, or in performing, a contract with Khalifa University. Contractors, consultants, and suppliers have to declare any potential conflict of interest as soon as it is discovered and report it to Khalifa University.
Contractors, consultants and suppliers shall respect Khalifa University’s confidentiality obligations as specified in the tender documents.
How can I register as a supplier/contractor/consultant with Khalifa University?
To register with Khalifa University and be eligible to participate in relevant tenders, please visit DoF Portal which is the Electronic Service Portal provided by Abu Dhabi’s Department of Finance and operated by Khalifa University as a central portal for e-Tendering.
Please note that registration is a mandatory requirement and for information purpose only, and those interested in a particular proposal will still have to respond to the specific invitation to be considered.
What procedure do we need to follow in order to be a qualified supplier/contractor/consultant?
The prequalification procedure for contractors, consultants and suppliers is distinct for each contract tendered. The registration process is only to express your interest and be eligible to receive information.
I have been approved as a supplier/contractor/consultant. How come I have never been invited to tender?
Registration does not mean you have been approved as a vendor. If you wish to be considered for a tendered contract that has been publically advertised, then you must make a specific application.
How can I find out whether my range of products or services is procured by Khalifa University?
Khalifa University provides information on ongoing projects and types of services and goods procured on our website, but companies interested in doing business with Khalifa University have to do their own market research to find possible business opportunities for the range of products or services they offer.
What are the methods of procurement?
All procurement is carried out using a combination of best local and international practice. Methods vary depending on the circumstances, from limited procurement to a public invitation in the media or on the Khalifa University e-tendering portal.
Are Khalifa University purchases tax/duty/custom free?
Khalifa University does not provide the customs/tax exemptions for the Local suppliers.
I will be on a business trip to the UAE and would like to meet procurement representatives from Khalifa University. Is that possible?
Khalifa University only meets contractors, consultants, or vendors when a need arises and not upon request. Operational and policy constraints restrict such meetings.
Does Khalifa University require a performance bond guarantee?
A performance bond guarantee may be required for the larger value contracts, and is usually valued at 10% of the awarded contract price.
As a non-UAE based company, would I benefit from appointing a local company or agent to act on my behalf?
For performing services in the UAE, companies are to follow the UAE Trade Law which requires local sponsorship.
How does Khalifa University pay suppliers?
Khalifa University does not issue Letters of Credit as it is a wholly owned government company. Payment follows the usual terms applied throughout the UAE.
Who is the contact person?
The contact person will be specified in the Tender Documents/RFP. It is very important during the tender process that no other form of contact regarding the tender is made with Khalifa University.
What are the terms and conditions of tenders?
All contracts are subject and in accordance with applicable Abu-Dhabi Emirates Law No.6- 2008 and its amendment, and University regulations. otherwise follow the standard terms and conditions that apply throughout the region.
Can Khalifa University tell me who my potential competitors or partners are?
Khalifa University considers the tendering process confidential and does not normally publish lists of prequalified or short listed tenders.
What are Khalifa University views on fraud and corruption?
Khalifa University is completely opposed to fraud and corruption and any attempt to gain an improper advantage will be dealt with most severely.
Can I submit tenders by e-mail or fax following an open/restricted procedure?
Tenders must be submitted in strict accordance with the tender instructions.
Will I be informed why my offer was not successful?
It is Khalifa University policy to debrief bidders on the outcomes of their own submittal without any reference to other bidders’ submittals.
Do I need to strictly follow the rules outlined in the "NOTICE CONCERNING THE PRESENTATION OF PROPOSALS BY TENDERS"?
Yes, it is essential to read and follow all the documents constituting the request for tenders, including presentations. If anything is unclear or if you have any questions, please contact our Procurement department, the details of which are indicated in the Request for Proposals (RFP) documentation.
If I wish to know the status of the evaluation and letting of a contract, who should I contact?
The tender evaluation process is confidential. Khalifa University staff cannot provide you with any information on the status of the evaluation process.
Is it possible for more than one person in the company to receive notification of the launch of a RFP?
Only one person per tenderer can receive the invitation. If this poses a problem, you should create a generic e-mail address to which a number of people have access.
If a contact person leaves our company, what should I do?
Your company is responsible to add, edit or remove contact details. You should update the information provided at the time of the registration or tender stage.
Can I only provide an electronic copy of my tender proposal?
You should read the particular ITT/RFP, which will specify how a tender is to be submitted and must be followed exactly.
How long after the Invitation to Tender (ITT) deadline do you make a decision over which organisation to award the contract to?
An indicative program for award is normally included within the ITT/RFP. Khalifa University does not provide information on progress during the evaluation process.